Senior Meeting Planner
CurrentEvent Planning, Coordination, and Facilitation• Build and maintain strong internal and external client relationships.• Possess an understanding of:o Online and onsite registration processes.o Hotel logistics including sleeping room management, meal planning, and meeting space setup.o Audio visual terminology and general equipment specifications.o Budget management and reporting.o Speaker and session proposal management.• Consult with stakeholders to determine programmatic goals and develop event specifications, work plans, and budgets based on identified goals. • Coordinate and facilitate pre-planning meetings with stakeholders and manage all information, work plans, and task lists for assigned events.• Provide regular status reports to keep stakeholders up-to-date on planning activities and ensure all milestones are monitored and met. • Work with stakeholders and Contracts Coordinator to identify event sites and room designs aligned with event specifications and conduct site visits as needed.• Maintain appropriate documentation on all event planning activities and deliverables.• Initiate and negotiate proposals with vendors and manage auxiliary services for assigned events.• Manage event budgets in collaboration with stakeholders to maximize participant experience while minimizing cost. • Collaborate with stakeholders on changes, updates with event registration data in support of logistical activities. • Leverage technologies as appropriate to enhance the participant experience. • Manage and facilitate post-event activities such as expense/bill reconciliation, staff debrief, vendor payment, data tracking, event summary, and final budget reports. • Assist as needed with in-house meetings at CCSSO headquarters including acquiring space and ordering food and beverage.• Other duties as assigned.
